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How can you solve staffing problems for your next event?

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Staffing problems can ruin your event planning efforts and cause stress, frustration, and dissatisfaction for you, your clients, and your attendees. Whether it's a shortage of staff, a lack of skills, a conflict of interests, or a communication breakdown, you need to be prepared to solve them quickly and effectively. In this article, we'll share some tips on how to prevent and resolve common staffing problems for your next event.

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1 Identify your staffing needs

Before you start hiring or assigning staff for your event, you need to have a clear idea of what roles and responsibilities you need to fill, how many people you need, what skills and qualifications they should have, and what budget and timeline you have. This will help you avoid overstaffing or understaffing, mismatching skills and tasks, and wasting time and money. You can use tools like job descriptions, staffing plans, and event briefs to outline your staffing needs and expectations.

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2 Recruit and train your staff

Once you know your staffing needs, you need to find and select the right people for your event. You can use various sources and methods to recruit staff, such as referrals, online platforms, agencies, or volunteers. You should also conduct interviews, background checks, and reference checks to ensure you hire reliable and qualified staff. After you hire your staff, you need to train them on the event goals, procedures, policies, and expectations. You can use tools like manuals, checklists, videos, or webinars to provide training and feedback to your staff.

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Catherine Scoggins

Event Producer + Community Builder
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I think it’s important when training the event staff to ensure they feel a sense of ownership over the success of the event, and feel empowered to act when needed! As an event planner, you and your core team will be running around to deal with high level issues and ensure the event stays on track. But if you can instill that sense of ownership with the rest of the staff, they can help so much by jumping in and resolving smaller issues themselves! Even “small” things such as knowing they can change the flow of the check in line if it gets backed up, calling custodial when they see trash is full, or connecting a guest with the banquet captain to talk about their allergies are ways they can keep the event running smoothly and successfully!

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3 Communicate and coordinate with your staff

Communication and coordination are essential for solving staffing problems and ensuring a smooth event. You need to establish and maintain regular and clear communication with your staff before, during, and after the event. You can use tools like emails, phone calls, meetings, or apps to communicate and coordinate with your staff. You should also provide them with the necessary information, resources, and support they need to perform their tasks. You should also encourage feedback, questions, and suggestions from your staff to improve your event planning process.

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Catherine Scoggins

Event Producer + Community Builder
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Some of my favorite ways to ensure staff are kept in the loop are: 1) Creating an event resume with all the pertinent details they might need to know, so they always have all the info ready to go! 2) Hosting a pre-event training/info session in the event space if possible - giving them the opportunity not just to get the necessary training but to see and feel the space and think through the attendee experience to ask any questions they may have before the event kicks off. 3) For multi- day events having a pre/post shift touch base can be great! Taking through what went well or things to tweak from the day before, things that might be different to be aware of today, or info they might need to be ready to share with attendees!

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4 Monitor and evaluate your staff

Monitoring and evaluating your staff can help you identify and solve staffing problems early and prevent them from escalating or recurring. You need to track and measure the performance, attendance, satisfaction, and feedback of your staff during and after the event. You can use tools like surveys, reports, or reviews to monitor and evaluate your staff. You should also recognize and reward your staff for their achievements, contributions, and improvements. You should also address any issues, complaints, or conflicts that arise among your staff promptly and professionally.

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5 Adapt and improvise when needed

No matter how well you plan and prepare, you may still encounter unexpected staffing problems that require you to adapt and improvise. For example, you may face staff shortages due to illness, injury, or no-shows; staff errors due to miscommunication, misunderstanding, or lack of training; or staff conflicts due to personality clashes, disagreements, or different expectations. In these situations, you need to be flexible and creative to solve the problems. You can use strategies like reassigning, rescheduling, or outsourcing tasks; providing additional training, guidance, or support; or mediating, negotiating, or resolving disputes.

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6 Learn and improve from your experience

The final tip on how to solve staffing problems for your next event is to learn and improve from your experience. You should review and analyze the staffing problems you faced, the solutions you implemented, and the outcomes you achieved. You should also solicit and incorporate feedback from your staff, clients, and attendees on how to improve your staffing process. You should then apply the lessons learned and the best practices to your future events to prevent or minimize staffing problems and enhance your event planning skills.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you solve staffing problems for your next event?

1

2

3

4

5

6

7

1 Identify your staffing needs

2 Recruit and train your staff

3 Communicate and coordinate with your staff

4 Monitor and evaluate your staff

5 Adapt and improvise when needed

6 Learn and improve from your experience

7 Here’s what else to consider

Event Planning

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How can you solve staffing problems for your next event?

1

2

3

4

5

6

7

1 Identify your staffing needs

2 Recruit and train your staff

3 Communicate and coordinate with your staff

4 Monitor and evaluate your staff

5 Adapt and improvise when needed

6 Learn and improve from your experience

7 Here’s what else to consider

Event Planning

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